Executive Assistant and Office Administration

Beedie; Toronto; On-site; CAD 75,000 - 100,000; Full time

Benefits offered by this job

Health benefits

Vacation

RRSP matching

Maternity leave top-up

Paid volunteering time

Job summary

Beedie is seeking an Executive Assistant and Office Administrator to support the Executive Vice President, Eastern Canada and to ensure the smooth operation of the Ontario office. This dual-faceted role requires a highly organized, proactive professional capable of managing multiple tasks efficiently in a fast-paced setting.

The ideal candidate will have 3+ years of admin experience, exceptional communication skills, and a readiness to handle the needs of the office and staff, including calendar

Qualifications

• 3+ years of experience in an office management or administrative role.
• Excellent written and spoken communication skills.
• Strong organizational and time-management abilities.
• Ability to prioritize and handle multiple tasks in a fast-paced environment.
• Proactive and customer-service oriented with strong teamwork.

Responsibilities

• Manage day-to-day schedule for the Executive Vice President, Eastern Canada and support planning/relationships.
• Oversee calendar, meetings, and travel logistics for Toronto team members.
• Coordinate office operations, vendor relationships and facilities management.
• Support expense reporting and ad-hoc projects.
• Coordinate employee engagement activities and office events.

Skills

Interpersonal skills

Time management

Multi-tasking

Communication (oral & written)

Proactivity

Problem solving

Attention to detail

Integrity & discretion

Adaptability

Tools

Microsoft Office Suite

Microsoft Teams

Microsoft Dynamics CRM

Outlook

SharePoint

Job description

At Beedie, we foster talent, encourage innovation, and reward success.

We’re always looking for like-minded people to join our team and share our passion for doing the best work of our lives. Our approach is simple: we work hard, we have fun, and we make a difference. And, we’ve been recognized as a top employer provincially and nationally. Our people are the heart and soul of our organization. If you are passionate, hardworking, ambitious, and want to be part of a dynamic and growing company that will take your career forward, join us.

Since 1954, Beedie has combined innovation and craftsmanship to bring new possibilities to life. Today, we are one of Canada’s largest industrial and residential developers, having completed more than 35 million square feet of new development across BC, Alberta, southern Ontario, and Las Vegas, Nevada. With multiple industrial projects currently under construction and 9 projects totaling over 1.5M SF currently in development across the GTA, Beedie is looking for talented individuals to join our growing Ontario team as we continue to be built for good.

As an Executive Assistant and Office Administrator, you’ll play a vital role in supporting our Executive Vice President, Eastern Canada as well as ensuring the smooth operation of the Ontario office. This dual-faceted role requires a highly organized, detail-oriented, and proactive professional capable of managing multiple tasks efficiently in a fast-paced setting. The ideal candidate will have exceptional communication skills, a strong ability to prioritize, and a readiness to handle the needs of the office and its staff.

Primary responsibilities include calendar management, ownership of facilities maintenance, process improvement, cultivating vendor/colleague relationships, and providing exceptional client service to ensure the office is well managed on all fronts. You are incredibly pro-active, not afraid to ‘roll-up your sleeves’ and get ANY job done, and you are a master at anticipating needs and expertly navigating ambiguity.

Key Responsibilities

Executive Assistant

• Manage the day-to-day schedule of the Executive Vice President, Eastern Canada and provide full support to planning and managing relationships
• Track all critical dates for business and personal events
• File management and organization in Teams, SharePoint, and Outlook
• Plan and manage weekly team meetings including advance preparation of agendas
• Prepare Executive Vice President for internal meetings, customer meetings, events and vendor/partner meetings
• Prepare, review, and submit executive expense reports, ensuring accuracy, policy compliance, and timely submission
• Facilitate ad-hoc projects as needed

Office Administration

• Collaborating with head office to maintain processes in optimizing office operations – including standardizing office protocols (where feasible)
• Coordinate incoming and outgoing parcel deliveries
• Coordinate office activities and events
• Assist with researching and maintaining vendor relationships to support office efficiencies and initiatives
• Inventory management and assist with ordering of office supplies and kitchen needs
• Servicing of coffee/ice machines, office equipment, etc., liaising with appropriate vendors or individuals where support is needed
• Management of employee parking program
• Oversee the maintenance of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities
• Set up or clean-up of workstations/offices for new or departing employees · Provide office tours to new hires
• Manage vendor relationships with property management cleaners, plant maintenance, iron mountain as to added tasks, concerns etc.
• Assist with assessing and implementing in-office services that yield the following outcomes: convenience, wellness support, alignment with culture
• Support the planning and coordination of employee engagement activities, including social events and volunteer initiatives
• Support with coordinating employee training and development initiatives
• Errands as required
• Facilitate ad-hoc projects as assigned

Travel Administration

• Assist with tracking of travel bookings for Toronto team members
• Track and update travel logistics as needed on Outlook

Desired Skills and Experience

• 3+ years’ experience in an office management or administrative role
• Strong interpersonal skills and the ability to contribute effectively within a team environment
• Ability to work efficiently and without constant supervision
• Ability to multi-task and meet multiple objectives in short time periods
• Strong computer literacy including effective working skills of Microsoft Office Suite (Word, Excel and PowerPoint) Microsoft Teams, Microsoft Dynamics CRM, Outlook, and SharePoint.
• Exceptional time management and organizational skills
• Attention to detail
• Excellent communication skills (oral and written)
• Ability to identify, assess and solve problems/issues independently and proactively
• Strong sense of integrity, professionalism and loyalty
• Sense of humor
• Proactive, positive, and outgoing
• Flexible and comfortable with ambiguity
• Confidentiality and discretion on sensitive information
• Experience working in a very fast-paced environment

$75,000 - $100,000 a year

The annual base pay range for this position will be based on the desired experience level for this role. Additionally, Beedie recognizes exceptional individual and team performance through our pay-for-performance bonus program. Factors that contribute to pay decisions include: relevant business and candidate factors such as market location, education, job-related knowledge, skills, experience, and organizational needs.

The base salary and bonus are just a few key components of the overall compensation at Beedie. We also provide generous learning and development support, comprehensive group health benefits, vacation, maternity leave top-up, RRSP matching, paid time for volunteering, and more...

We value your interest in Beedie. While we can only respond to shortlisted applicants, we will keep your information on file and consider you for future opportunities as they come available.